How to modify signature in outlook

Last Updated: Feb 19, 2024 by

Your email signature is an essential part of your professional branding. It is the last impression you leave on your recipients and can make a significant impact on how they perceive you and your company.

Outlook, one of the most popular email clients, allows you to create and customize your email signature. In this article, we will guide you through the process of modifying your signature in Outlook, including tips for branding and making a lasting impression.

Why Is Your Email Signature Important?

Your email signature is more than just a sign-off at the end of your email. It is an opportunity to showcase your professionalism, provide important contact information, and promote your brand.

A well-designed email signature can also make your emails more visually appealing and stand out in a crowded inbox. It can also serve as a marketing tool, with links to your website or social media profiles.

Branding Your Signature

Your email signature is an extension of your personal or company brand. It should be consistent with your brand’s colors, fonts, and overall aesthetic. This will help create a cohesive and professional image for your recipients.

If you are an individual, you can use your signature to showcase your personal brand. This can include your name, job title, and any relevant certifications or awards. You can also include a professional headshot to add a personal touch.

For companies, the signature should include the company logo, name, and tagline. This will help reinforce brand recognition and make your emails more memorable.

Contact Information

Your email signature should also include important contact information, such as your phone number, email address, and physical address. This makes it easier for recipients to reach you and can also serve as a reminder of how to contact you in case they need to follow up.

Including links to your social media profiles can also be beneficial, especially if you use these platforms for business purposes. This can help increase your online presence and make it easier for recipients to connect with you on different platforms.

How to Modify Your Signature in Outlook

Now that you understand the importance of your email signature, let’s dive into how you can modify it in Outlook.

Step 1: Open the Signature Editor

To begin, open Outlook and click on the “File” tab in the top left corner. Then, click on “Options” and select “Mail” from the left-hand menu. Scroll down to the “Compose messages” section and click on the “Signatures” button.

This will open the signature editor, where you can create and modify your signatures.

Step 2: Create a New Signature

If you do not have a signature set up yet, click on the “New” button to create a new signature. You will be prompted to enter a name for your signature, which will help you identify it in the future.

Step 3: Customize Your Signature

Once you have created your signature, you can start customizing it. You can add text, images, and links by using the formatting tools at the top of the editor. You can also change the font, size, and color of your text to match your branding.

To add an image, click on the “Insert Picture” button and select the image you want to use from your computer. You can also add a hyperlink by highlighting the text you want to link and clicking on the “Insert Link” button.

Step 4: Set Your Signature as Default

Once you have finished customizing your signature, you can set it as your default signature for new emails and replies/forwards. To do this, select your signature from the “New messages” and “Replies/forwards” drop-down menus.

Step 5: Save Your Changes

Finally, click on the “Save” button to save your changes. Your new signature will now be automatically added to all new emails and replies/forwards.

Tips for Creating an Effective Email Signature

Now that you know how to modify your signature in Outlook, here are some tips to help you create an effective and professional signature.

Keep It Simple

Your email signature should be clean and easy to read. Avoid using too many colors, fonts, or images, as this can make it look cluttered and unprofessional. Stick to one or two colors and fonts that match your branding.

Use a Professional Headshot

If you are an individual, consider including a professional headshot in your signature. This can help personalize your emails and make them more memorable. Make sure the photo is high-quality and reflects your professional image.

Include Relevant Information

Your signature should include relevant information that makes it easier for recipients to contact you. This can include your phone number, email address, and physical address. If you have a website or social media profiles, you can also include links to these.

Keep It Short

Your signature should not be longer than 4-5 lines. This will ensure that it does not take up too much space in your email and is easy to read. Avoid including unnecessary information or long quotes in your signature.

Test It Out

Before setting your signature as default, send a test email to yourself or a colleague to make sure it looks good and all the links are working properly. This will help you catch any mistakes or formatting issues before sending emails to clients or potential customers.

Real-World Examples of Effective Email Signatures

Here are some examples of well-designed and effective email signatures:

  • Individual Signature: John Smith, Marketing Manager at ABC CompanyPhone: 123-456-7890Email: johnsmith@email.comWebsite: www.johnsmith.comLinkedIn:
  • Company Signature: ABC CompanyPhone: 123-456-7890Email: info@abccompany.comWebsite: www.abccompany.comAddress: 123 Main Street, Anytown, USA


Your email signature is an important part of your professional branding and can make a lasting impression on your recipients. By following the steps outlined in this article, you can easily modify your signature in Outlook and create a professional and effective signature that represents you or your company. Remember to keep it simple, include relevant information, and test it out before setting it as your default signature. With these tips, you can make your emails stand out and leave a positive impression on your recipients.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.